Medical Secretary

The Dow Surgery; Redditch; On-site; GBP 10,000 - 40,000; Full time

Job summary

A busy medical practice in Redditch is looking for an experienced Medical Secretary to join their team. You will be responsible for providing comprehensive secretarial support, maintaining patient referrals, and supporting the clinical team. Ideal candidates will have excellent communication and IT skills, with experience in medical administration. Salary is competitive, ranging from £12.30 to £13 per hour depending on experience and qualifications.

Qualifications

• Experience in Primary Health Care setting as a Medical Secretary required.
• Good IT skills essential; proficiency with Microsoft Office needed.
• Competence in audio typing is preferred.

Responsibilities

• Provide efficient secretarial support for GPs and health professionals.
• Process patient referrals accurately and in a timely manner.
• Manage clinic system securely and maintain an accurate referrals database.

Skills

Excellent communication skills

Outstanding interpersonal skills

Excellent keyboard and computer skills

Ability to follow policy and procedure

Good time management

Tools

EMIS

Microsoft Office

Job description

We are looking for an experienced medical secretary to joinour busy practice for up to 30hpw.

We are seeking a team player who is well organised and hasexcellent verbal and written communication skills. Good IT skills are essentialfor the role, and the candidate should be proficient with Microsoft Office. Weare looking for someone who can prioritise tasks and is flexible.

To provide an efficient copy typing and word processingservice for GPs and health professionals as required. This includes the typingof letters, reports, and patient referrals in an accurate, timely and qualitymanner using Lexacom.

Utilising e-referrals and maintaining an up to date andcomprehensive knowledge of referral destinations and specialist clinics whererequired e.g. advice and guidance requests.

Dealing with clinician queries e.g. chasing replies or testresults from hospitals, finding a speciality doctor or hospital, sendingreferrals to another hospital/consultant as needed.

Processing all referrals and other documents. This involvescreating referrals via Emis and supplying paperwork to patients- also dealingwith phone calls from patients regarding queries.

Processing referrals from patient clinical documents withoutthe need for additional clinical input is important.

This is an essential role at the practice, providing an efficient, comprehensive secretarial and administrative support service to the practice clinical team.

Main duties of the job

Providing a full secretarial service for all healthprofessionals as required. This includes sending referrals via eRS, using templates and formatting letters, reports, and any othercorrespondence in an accurate and timely manner.

Dealing with practicequeries via phone and email regarding hospital appointments, correspondence andtreatments.

Managing advice & guidance, following up GP requests for information.

Importing/updating template for use by thepractice.

Maintaining the clinic system in an accurateand secure manner.

Maintaining an accurate referrals database.

Having sufficient knowledge to create onward referrals withminimal input from clinicians.

Being the first point of contact for hospital queries suchas emails and calls from hospital secretaries.

Dealing with queries from patients. Thisincludes chasing or following up with clinicians if referrals have not beenmade.

Prioritising referrals based on clinical need and urgency.

Process and record all incoming requests relating to privatefee work utilising IGPR system.

Recording and tracking private fee.

Adhere to pre-agreed practice costs andcharges. Sending invoices for privatefee work.

Processing medical records to supportinsurance applications.

Completing sections of insurance reports beforepassing to the clinician for completion.

Dealing with queries with regards to private fee work.

Process and record all Subject Access Requests utilising IGPR system.

About us

The Dow Surgery Information:

• 4 GP Partners and 6 Salaried GPs, Large Nursing Team
• Pro-active, supportive & harmonious team with Pharmacist and Clinical Admin Team
• Good CQC Rating
• High QOF performance & committed to high quality patient care
• Training Practice
• Extended range of services on site including: Minor surgery, Joint Injections, Family planning procedures

Job responsibilities

• Co-ordinate and process patient referrals to the most appropriate clinical specialty in Community and Secondary Care, using agreed pathways ie ERS.
• Have a good working knowledge of tasks and emails and any relevant additional software such as Lexacom Echo and iGPR.
• Take sole responsibility for the training of Admin colleagues in the use of the above processes and update training when required.
• Maintain and update the Practice library of referral forms and referral pathways.

Administration of Medical Records including iGPR, Word processing Medical Reports and requests for Copies of Medical Records ensuring protocols are followed and these are completed with payment details and returned securely by post or made ready for collection.

• Word process and/or draft patient letters and organise the appropriate payments according to list of charges.
• Respond to enquiries and queries relating to patient referrals and reports and ensure that these are followed up and resolved.

Answering incoming telephone calls and direct these as appropriate.

Taking and recording messages accurately and passing these on promptly

Co-ordinate, attend and minute the Gold Standards Framework meetings and circulate as necessary with guidance from the GP Lead if required and ensure the need for cover is communicated to the Practice GPA.

To ensure maximum efficiency of the practice and to promote and build an effective Secretarial/Admin team environment and foster good team working in conjunction with your colleagues.

• Provide Reception cover as required.
• Participate in team and individual training and support colleagues in conjunction with the Operations Manager and other members of the staff team.
• Handle difficult patients professionally and have the ability to liaise with Consultants/Chemists/GP Practices etc.
• Participate in meetings, act upon any actions as identified if required.
• Comply with confidentiality guidelines and protocols at all times.
• Ensure all Practice Protocols and Procedures are adhered to and followed stringently.

Dealing with all non-medical problems for GPs as and when required.

• Action tasks and assigned workloads in a timely manner.
• Effectively communicate with and promote communication between staff at all levels, communicate with relevant outside agencies, act upon and cascade as appropriate, circulate both emails and all other correspondence in a timely manner.
• Embrace change and positively act upon recommended changes.

Person Specification

Skills

• Excellent communication (oral and written) skills and outstanding interpersonal skills
• Excellent keyboard and computer skills
• Ability to listen and empathise
• Appropriate IT knowledge, skills and experience
• Competent in the use of Microsoft Office and Outlook
• Negotiating skills and problem solving
• Good time management
• Ability to follow policy and procedure

Personal Qualities

• An understanding, acceptance and adherence to the need for strict confidentiality
• Ability to use own judgement, resourcefulness and common sense
• Ability to work without direct supervision and determine own workload priorities
• Ability to work as part of an integrated multi-skilled team
• Pleasant and articulate
• Able to work under pressures
• Able to work in a changing environment
• Able to use own initiative
• Honest, caring, pleasant, sympathetic, good humoured and displays integrity at all times
• Willing to work flexible hours as necessary
• Empathetic understanding of patients needs and expectations

Experience

• Experience of working in a Primary Health Care setting as a Medical Secretary
• Experience of using EMIS and other clinical software
• Experience of Microsoft Office software
• Experience of administrative duties
• Experience of audio typing

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

£12.30 to £13 an hourdepending on experience and additional qualifications